Using the Event Wizard

Using the Event Wizard

Using the Event Wizard

The Event Wizard guides you through the event creation process, providing access to commonly used event scheduling features in the order that makes the most sense. The tool is designed to help beginning users complete the steps required for event creation, and as a quick, simple way for advanced users to create basic events.

The Event Wizard can be accessed from the Events Tab. Once launched, navigation through the Wizard is possible by using either a series of tabs provided at the upper left side of the form,

or by using the navigation buttons provided at the upper right side of the form

.

Once started, you may save your progress at any time as long as you have an event name by clicking Save and Close. The incomplete event will be saved to the event list to be finished at a later time.

To create a new event using the Event Wizard, perform the following:

1.Click on the Events tab.

2.Click on Event Wizard.

Step 1: Event Information

1.Enter the name of your event.

2.Select an Event Type from the list.

3.Enter a description, if desired.

4.Enter an Estimated Attendance.

5.You may optionally place a check in the box to make the event private or featured.

•Private event details are suppressed on the calendar and only accessible by users with security access to private events.

•A featured event can be highlighted on calendar pages to bring more attention to the event.

6.Select a Customer from the list.

7.Select a primary Customer Contact for the event from the list.

NOTE: If you have permission, you may add a new Customer and/or Contact record to the system using the Create buttons.

8.Add any additional contact persons you would like to record for the event.

9.Enter any notes about the event.

10.Click Next or click directly on the Meetings tab.

NOTE: You may click Save and Close after any step in the wizard to save your work in progress as an Incomplete event. You can return to the event list at a later time to complete your work.

Step 2: Meetings

1.Enter a Meeting Name if different than the event name.

2.Select a Meeting Type from the list.

3.Enter a description, if desired, or click to Copy from Event.

4.Enter a Max Attendance value if different from the event record. This value is used to filter your room search to appropriately sized rooms.

5.Add any notes that should be applied to the meeting(s), or click to Copy from Event.

6.You may optionally place a check in the box to make the meeting(s) private or featured.

•Private meeting details are suppressed on the calendar and only accessible by users with security access to private events.

•A featured meeting can be highlighted on calendar pages to bring more attention to the event.

7.Remove the Requires Room flag if you would like to be able to complete the event without selecting a room.

NOTE: Removing the Requires Room option removes the system requirement for a room assignment and allows the event meeting to be completed as "Scheduled". Otherwise, event meetings without room assignments are considered incomplete. This option allows event meetings to be officially recorded for an event for billing, resource scheduling, or other record keeping purposes without scheduling an additional room.

8.Select the tab for the type of meeting(s) you would like to create.

Single Meeting(s) allows you to create meetings on one or more independent meeting dates, or to create a meeting "group".

Recurring allows you to specify a recurring pattern to create a series.

Spanning allows you to create a single meeting that can span across midnight.

9.Enter the required date and time information, and/or specify the recurrence pattern.

10.Click Create to add your meeting(s) to the meetings panel on the right.

11.Repeat steps as needed to build a list of all meetings required for your event. You may continue to select individual dates, or change meeting types to add the required number of meetings.

12.Click Next or click directly on the Rooms tab.

NOTE: You may click Save and Close after any step in the wizard to save your work in progress as and Incomplete event. You can return to the event list at a later time to complete your work.

Step 3: Rooms

1.Filter the list of rooms using the filter options on the left. You may use either a previously saved filter or choose new filter options and click Search.

2.Click on an available room cell under each meeting that corresponds to the room(s) that you would like to schedule.

3.Click Next or click directly on either the Resources or Finish tab.

NOTE: You may click Save and Close after any step in the wizard to save your work in progress as and Incomplete event. You can return to the event at a later time to complete your work.

Step 4: Resources

You may skip this step and go directly to "Step 5: Finish" if resources are not required.

1.Filter the list of equipment and services using the filter options on the left. You may use either a previously saved filter or choose new filter options and click Search.

2.Click on an available resource cell under each meeting that corresponds to the resource(s) you would like to schedule.

3.If quantities are available for the resource selected, specify the quantity needed for the meeting being scheduled.

4.Click Next or click directly on the Finish tab.

NOTE: You may click Save and Close after any step in the wizard to save your work in progress as and Incomplete event. You can return to the event list at a later time to complete your work.

Step 5: Finish

1.Review the details of your event and event meetings. You can make final changes here or click Previous or directly on a tab to add or change meetings or assignments.

2.If all is correct, click Finish to save your event.

3.Click Edit Event to open the edit form for the event you just completed.

4.Click Schedule Another Event to start a new event wizard.

5.Click Send Event Summary to send an event summary message.

6.If desired, edit the Subject line of the message.

7.If desired, add a comment to the event summary message.

8.By default, the event summary will be sent to the event contact(s) for whom the "Notify" flag was checked. To add additional recipients to the message, click Add From Contacts or Add Recipient to either select an Astra Schedule contact or enter an additional email address.